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There are two Purchase Order Utilities:
Open PO Liquidation Close &endash; Allows you to mass update purchase order liquidation statuses from Open to Closed. Caution is advised when using this utility as the process is not reversible.
Requisition Mass Approval &endash; Allows you to approve requisitions en-mass rather than one at a time via the Requisition Approval process.
Open PO Liquidation Close Utility
This utility allows you to mass update purchase order liquidation statuses from Open to Closed.
Caution is advised when using this utility as the process is not reversible.
It is a two step utility:
Step 1 &endash; filters Open status purchase orders whose Liquidation Status is not Closed or Fully Received, and produces a Verification report.
Step 2 &endash; changes the purchase order’s Liquidation Status to Closed and updated the accounting entries to the account master, liquidating the encumbrance.
Menu Path: Financial Mngmnt / PUrchasing / UTilities
On the Purchase Order Utilities screen, highlight Open PO Liquidation Close.
Click the Run button. The Open PO Liquidation Close Range screen opens.
As needed, enter a low and high PO Number range. Purchase Orders within this range are included provided they meet the other selection criteria.
WARNING: If the Ranges are left open, ALL purchase orders regardless of fiscal year that have not been closed or fully received will be liquidated and closed.
As needed, enter a low and high Batch Number range. Purchase Orders within this range are included provided they meet the other selection criteria.
As needed, enter a low and high Vendor Name Key range. Purchase Orders within this range are included provided they meet the other selection criteria.
As needed, enter a low and high Date Entered range. Purchase Orders within this range are included provided they meet the other selection criteria.
As needed, enter a low and high Due Date range. Purchase Orders within this range are included provided they meet the other selection criteria.
Click the Run button. The Output Destination screen opens.
The system will prompt you to select a print option. You can choose to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
The Open PO Liquidation Close Verification Report generates.
After the processing is finished and the report has been printed, the Purchase Order Update Step screen opens asking if you want to continue and update the Purchase Order Liquidation Status to Closed.
Warning: MAKE SURE YOU REVIEW THE REPORT FOR ACCURACY BEFORE PROCEEDING WITH THE UPDATE. This process in not reversible!
Click No if you discover any purchase orders that are not to be liquidated, and exit the liquidation process. You can repeat the liquidation process as often as necessary before doing the final update to history.
Click the Yes button if changes are not needed.
The system updates the liquidation status of the purchase orders and the Successful Completion message screen opens when the process is complete.
Click the OK button.
Click the Close button.
The Requisition Mass Approval utility allows you to approve requisitions en-mass rather than one at a time via the Requisition Approval process.
If not using PO Groups, Approval users do not need to be set up to use the mass approval utility.
If using PO Groups, Approval levels must be set up but approval users do not need to be assigned.
Menu Path: Financial Mngmnt / PUrchasing / UTilities
On the Purchase Order Utilities screen, highlight Requisition Mass Approval.
Click the Run button. The Requisition Mass Approval screen opens.
As needed, enter a low and high Requisition Number range. Requisitions within this range are included in the mass update.
If the Ranges are left 0000000000 to 9999999999, ALL requisitions will be approved.
Click the Run button. The Output Destination screen opens.
The system prompts you to select a print option. You can choose to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
The Report of Requisitions is generated.
The Confirm Mass Approval Step screen opens asking if you want to continue and update the requisitions to Batch status.
Click the Yes button.
The Process Completed screen opens indicating that the mass approval is completed and how many requisitions have been approved.
Click the OK button to return to the Purchase Order Utilities screen.
Version 01.04.07.0 &endash; 010223 PL 052604